Administrative Services Officer 1

Job Summary

This position participates in purchasing activities against State and Agency contracts for the ASD, ECD and MVD Divisions. Develops reports, performs and audits cost analysis of group operations, analyzes contracts. Participates in complex studies to solve procedural issues, reviews and studies methods of operations and develops solutions to problems. Collaborates and consults with other agency managers and staff from all other Divisions to resolve business operational concerns; review data; develop compliance plans; and ensures that financial systems and procedures comply with accounting standards, Federal regulations and State statutes.

Job Duties

• Direct purchasing activities against State/Agency contracts for ASD, ECD and MVD.
• Communicates effectively with customers, suppliers, Procurement, Accounts Payable to help resolve fiscal, budgetary, purchasing issues to ensure payments are processed/contractual procedures are followed.
• Generate spreadsheets, compile information, prepare/update reports and perform cost analysis of group operations.
• Initiate critical thinking through investigative processes to develop and implement group improvements.
• Affords the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.
• Manage/coordinate Property Loss Claims significantly increasing the efficiency of handling and processing purchase orders and invoices for claims.
• Consults with ADOA adjusters/ADOT staff to make decisions on property claims/settlements.
• Process/monitor budget allocations of pcard transactions.
• Establish, model, and teach best practices through the discipline of the AMS utilizing huddles, Gemba walks, kaizens and performance metrics to provide sustainable progress and continuous improvement.
• Review/maintain docs/files for historical/auditing purposes.
• Manage and coordinate multiple daily office operations and general business activities of the department.
• Utilize interpersonal skills to respond to legitimate questions.
• Oversee travel arrangements; schedules and coordinate staff meetings.

Knowledge, Skills & Abilities (KSAs)

• Knowledge of budgeting principles and fiscal management strategic planning methods, to conduct research and compile findings, oral and written communication techniques, computer applications and software.
• Working knowledge of the Procurement Code with its application to the requisition of goods and/or services.
• Knowledge of State processes as they relate to purchase orders, purchase requests, fiscal management and budgetary control, invoices and procurement.
• Knowledge of Microsoft Office (Access, Excel, PowerPoint and Word).
• Skill in research, complex analysis, strategic planning, problem solving, and conflict resolution.
• Proficiency in "business math" reading, analyzing.
• Professional level interpersonal skills.
• Interpersonal communication to establish and maintain effective business relationships both internally and externally.
• Organizational management and problem solving.

Pre-Employment Requirements

• Two years administrative work experience in budget, contracts, and or purchasing preferred.
• High School Diploma/GED.
• Subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retail plan
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Contact Us

For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at srecruitment@azdot.gov or phone call at (602) 712-8188 option 2. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.